This handbook is a reference for Stanford faculty, staff and students.
Where the current Stanford University Bulletin includes coverage of these
topics, the current Bulletin is the governing policy. Stanford University
reserves the right to make changes to its applicable policies, procedures
and other materials contained here at any time and without prior notice.

Summary

In circumstances where continuous enrollment is not possible, students may request a suspension of their enrollment by means of a leave of absence. Failure
to be either enrolled by the study list deadline or to be approved for
a leave of absence by the start of a term will result in the discontinuation
of the student’s program.

Rationale

Stanford requires graduate students to maintain continuous enrollment
for all terms of the academic year (excluding Summer quarters)
from admission through conferral of the degree. However,
the university also recognizes that circumstances may arise
where this may not be possible. In such circumstances, a
student may request a leave of absence for up to one year,
or four quarters, or be placed on an mandatory leave of
absence. During the period of an approved leave, the student
will not be registered.
Students who fail to be either enrolled by the final study list deadline or approved for a leave of absence by the start of a term are discontinued by the Office of the Registrar.

1. POLICY

Leaves of Absence for graduate students are divided into the following three categories for policy purposes:

A. Voluntary Leaves of Absence, other than Pregnancy or Parental Leaves

B. Voluntary Pregnancy and Parental Leaves of Absence

C. Mandatory Leaves of Absence.

1A. Voluntary leaves of absence other than pregnancy or Parental Leaves

Graduate students who do not meet the requirement for continuous
registration during the academic year must obtain an approved leave
of absence, in advance, for the term(s) they will not be registered.
The leave of absence must be reviewed for approval by the chair or
director of graduate studies of the student’s major department
and, if the student is in the United States on a foreign student visa,
by the Bechtel International Center. Except in the case of pregnancy or parental leaves (see Section 1.B., below), the granting of a leave of absence
is at the discretion of the department and subject to review for approval
by the Office of the Registrar.

The University may condition its approval of a petition for leave
of absence on the student's meeting such requirements as the University
deems appropriate in the individual case for the student to be eligible
to return (such as, in the case of a leave for medical reasons, proof
of treatment or an interview with a provider at Vaden or CAPS).

New graduate students and approved coterminal students may not take
a leave of absence during their first quarter. Coterminal students
are required to register their first graduate quarter. However, new
Stanford students may request a deferment from the department.

For students with multiple degree programs or majors, note that leaves of absence are only granted for all programs and majors. Students in multiple degree programs may not therefore request a leave from one, but not the other.

1.A.1 Lengths of Leaves

Leaves of absence are granted for a maximum of one calendar year,
or four quarters. Leaves requested for a longer period are
approved only in exceptional circumstances (for example,
mandatory military service). An extension of leave, for a
maximum of one year or four quarters, is approved only in unusual
circumstances. Extension requests must be made before the expiration
of the original leave of absence. Leaves of absence for graduate
students may not exceed a cumulative total of two years (eight
quarters including Summer quarters).

1.A.2 Status While on Leave

Students on an approved leave of absence retain their admitted student
status; however, they are not registered and therefore do
not have the rights and privileges of registered students.
Students on leave may complete course work for which an ‘Incomplete’ grade
was reported in a prior term and are expected to comply with
the one-year maximum time limit for resolving incompletes;
the leave of absence does not extend the one-year maximum time
limit for completion.
Students with extenuating circumstances, that may warrant an exception to academic policy, should discuss the need for an extension to the time limit with their advisor and the course instructor. Students may request an extension of the deadline for resolving an incomplete by submitting the Petition to Change Course Enrollment (Graduate Students).

Leaves do not delay candidacy or master's program expiration dates. Failure to return as scheduled or to secure an extension of a prior leave will result in cancellation of registration privileges and a substantial reinstatement fee (in the event the student successfully seeks reinstatement after this time). Official department or University requirements (e.g., qualification examinations) cannot be fulfilled during the leave period.

When a student is granted a leave of absence after the beginning
of the term, courses in which the student was enrolled after
the final study list deadline appear on the student's transcript
and show the symbol 'W' (withdrew).

1.A.2.1 International Students and Visa Status

Nonimmigrant students and their dependents must maintain an appropriate visa status at all times. An absence from the U.S. of 5 or more months will result in termination of F-1 or J-1 status. If a student remains outside the U.S. for 5 or more months, a new I-20 or DS-2019 is necessary for re-entry. For further information contact the Bechtel International Center.

1.A.2.2 Financial Aid and Loans

Students receiving any financial support (assistantships or fellowships)
should notify their department of any anticipated leave
of absence as soon as possible. Graduate assistantship
appointments and most fellowship programs require the
student to be registered and enrolled in order to receive
support. Such support is therefore not available
to students while on a leave of absence.

Students should notify the Financial Aid Office of their intent
to seek a leave if they are receiving any type of aid.
Students with loans must notify all lenders of their intent to
leave the university and request exit information before leaving
campus (Stafford and private loans through the Financial Aid Office;
Perkins and Institutional loans through Student Financial Services).
Students are cautioned to consider carefully the effect of leaves
on their loan status; lenders may count the leave period as part
of the total grace period. Stanford will provide enrollment status
to the National Student Loan Clearing House. Students who receive
loan disbursements directly may be required to repay
portions of their loans.

1.A.2.3 University Housing

University housing is generally not available to students on
leave. Students with questions about room-and-board refunds
should contact the Stanford Housing Assignment Services
or the central office of the University Dining Services
(for board refunds).
). Women students on leave of absence while expecting the birth of a child may petition to remain in campus housing while on a Pregnancy Leave. Approval requires good academic standing,
department recommendation, and no outstanding financial
obligations to Stanford. Address questions to Housing
Assignment Services.

1.A.2.4 Health Insurance

A student who is granted a Leave of Absence in Autumn for which the effective date of the leave is prior to the first day of class will not be charged tuition or any associated fees for the quarter. Upon reversal of the tuition, the student’s eligibility for enrollment in Cardinal Care, the student health insurance plan, will be cancelled retroactive to September 1. (The student’s eligibility for enrollment in Cardinal Care will resume when s/he returns and tuition is reinstated.)

A student who is granted a Leave of Absence in Autumn for which the effective date of the leave is on or after the first day of class but before the term withdrawal deadline will be charged (prorated) tuition and associated fees for the quarter. If enrolled in Cardinal Care, the student will remain enrolled through the end of the plan year (August 31) and applicable fees will apply.

A student who is enrolled in Cardinal Care as of Autumn quarter, and who is granted a Leave of Absence for a subsequent quarter (i.e., Winter, Spring, or Summer) will remain enrolled in and covered by Cardinal Care through the end of the plan year (August 31) and applicable fees (charged Winter and Spring quarters only) will apply.

A student whose initial quarter of entry is Winter or Spring, and who is subsequently granted a Leave of Absence for the entry quarter, will be subject to the same guiding principles as a student who enters in Autumn, i.e., if the effective date of the leave is prior to the first day of class, tuition and any associated fees for the quarter will be reversed. Upon reversal of the tuition, the student’s eligibility for enrollment in Cardinal Care will be cancelled retroactive to the start of the applicable coverage period (December 1 for Winter entry students and April 1 for Spring entry students). If the effective date of the leave is on or after the first day of class but before the respective term withdrawal deadline,the student will be charged (prorated) tuition and associated fees for the quarter. If enrolled in Cardinal Care, the student will remain enrolled through the end of the plan year (August 31) and applicable fees will apply.

For more information, please contact Vaden’s Insurance and Referral Office.

1.A.2.5 Library Privileges

Contact the Privileges Division, Green Library, for access and borrowing privileges while on leave.

1.A.3 Deadlines and Tuition Refunds

Students who take a leave from the university voluntarily on or
before the first day of classes will receive a full tuition
refund. Such students are not included in university records
as registered for the term.

An active student in good standing who voluntarily takes a leave
after the first day of instruction, but before the end of
the first 60 percent of the term (term withdrawal deadline),
will receive a pro rata refund. There is no refund after
the first 60 percent of the term (term withdrawal deadline).
Courses in which the student was enrolled after the final
study list deadline will appear on the student’s
record and will show the grade of ‘W’ (withdrew).

The Leave
of Absence form includes quarterly deadlines for receiving a partial tuition refund. A leave of absence submitted after the deadline is granted only for approved health and emergency reasons.

1.A.4 Returning from an Approved Leave of Absence within the Leave Period

Graduate students returning to campus within the time period indicated
on an approved leave of absence must complete the Returning
Graduate Student Request to Register form, and submit it to
the Office of the Registrar in advance of the first
day in the quarter in which they will reenroll. In this circumstance,
no reinstatement process or fee is required. Returning graduate
students should stay in communication with their department
and their adviser about their plans for reenrollment.

The Office of the Registrar will discontinue the academic program for students who do not return within the time period indicated on an approved leave of absence, or for whom other arrangements to continue the leave are not approved. Students whose program is discontinued for failure to enroll after a leave of absence must apply for reinstatement in order to return (see GAP 5.4, Program Discontinuation and Reinstatement).

Students should clear all outstanding bills with Student Financial Services before returning to campus. Graduate students may apply for loans four weeks before the first day of classes in the quarter in which they plan to return. See the Financial Aid Office web site for detailed application requirements.

Graduate degree programs and candidacy must be valid in the term of reenrollment. A leave of absence, other than for Pregnancy or Parental Leaves (see below), does not extend the candidacy period.

1.B. Policy: PREGNANCY AND PARENTAL Leaves Of Absence

Except as specified below, all provisions of the policy for Voluntary Leaves of Absence, defined above, will apply in the case of Pregnancy and Parental Leaves of Absence. Students considering a Leave of Absence because of pregnancy or the pending arrival of a child should carefully review section 1.A on voluntary leaves of absence.

Any pregnant graduate student may request a Pregnancy Leave of Absence in order to suspend her student enrollment around the time of the birth. Alternatively, she may choose to remain enrolled and to request a Childbirth Accommodation (see GAP 5.9, Pregnancy, Childbirth and Adoption).

a) spouses/partners of women (who do not have to be Stanford students) anticipating or recently experiencing the birth of a child

b) parents who adopt a child

c) parents by means of surrogacy.

Any matriculated pregnant student requesting a Pregnancy Leave of Absence will automatically be approved for a leave period of four quarters (12 months). Students may choose to return to enrolled status before the Pregnancy leave period expires by filing the Returning Graduate Student Request to Register Form (see section 1.A.4, above).

Non-birth parents who request a Parental Leave of Absence will automatically be approved for a leave period of one academic quarter.

1.B.1 Extension of candidacy

Any student on a Pregnancy Leave of Absence in a degree program requiring candidacy, who has not yet been admitted to candidacy, will have the period of time in which to achieve candidacy automatically extended by 12 months (four quarters). If she has been admitted to candidacy, the candidacy period will be automatically extended by 12 months (four quarters). The 12-month extension of pre-candidacy or candidacy will be applicable whether the student takes a full year of leave or returns in less than one year.

Any student on a Parental Leave of Absence in a degree program requiring candidacy, who has not yet been admitted to candidacy, will have the period of time in which to achieve candidacy automatically extended by three months (one quarter). If he or she has been admitted to candidacy, the candidacy period will be automatically extended by three months (one quarter).

1.B.2 Cumulative leave totals

In the case where a Pregnancy or Parental Leave of Absence would extend the student’s cumulative total beyond 8 quarters, that extension will be permitted so that the student may return to his or her program. The student will then be considered to have reached his or her maximum cumulative leave.

1.B.3 University Housing

Students may petition to remain in University housing without enrolling for one or two quarters if they are on a Pregnancy Leave of Absence and will enroll for the quarter following their leave.

Students on a Parental Leave of Absence (for the non-birth parent) may also petition to remain in University housing without enrolling for the quarter of the Parental Leave if they will enroll for the quarter following their leave.

Questions about University housing should be directed to that office.

1.C. Policy: MANDATORY leaves of absence

An mandatory leave of absence can be imposed in circumstances in
which a student:

presents a substantial risk of harm to self or others
or is failing to carry out substantial self-care obligations;
or

significantly disrupts the educational or other activities
of the University community; or

is unable to participate
meaningfully in educational activities; or

requires a level
of care from the University community that exceeds the
resources and staffing that the University can reasonably be
expected to provide for the student's well-being.

Students whose
circumstances warrant a review under the Mandatory Leave
of Absence Policy, will be apprised, in writing, of University
concerns and will be provided an opportunity to respond
to concerns in writing or in person or via telephone before
a review committee convened by the Dean of Student Life.
Students placed on mandatory leave of absence can appeal
an unfavorable decision to the Vice Provost for Student Affairs.
The University can condition a student's return to registered
student status on such requirements as the University deems
appropriate in the individual case (such as, in the case
of a leave for medical reasons, proof of treatment of an
interview with a provider at Vaden or CAPS or its designee).
The Dean of Student Life publishes the full Mandatory Leave
of Absence policy [http://studentaffairs.stanford.edu/studentlife/involuntary-leave ].

2. IMPLEMENTATION GUIDELINES

2.1 Requesting a Voluntary Leave of Absence, other than Pregnancy or Parental Leaves of Absence

PROCESS STEPS

RESPONSIBILITY

1.

Informs department and adviser of circumstances leading to a leave of absence. Discusses alternatives.

Notifies the student’s Department and Advisor of the intended request for Pregnancy or Parental Leave of Absence, and advises of requirements for length of leave and candidacy extension, if applicable.

Online Application Process

4.

Completes the Leave of Absence Request form and gathers necessary signatures.

Student

5.

Reviews and signs the Leave of Absence Request form.

Department

6.

For international students, reviews and signs Leave of Absence Request form.

Bechtel Center

7.

Mails or delivers the approved form to the Student
Services Center. (Timeliness of delivery
relative to the start of the quarter will determine
whether any tuition will be required for that
quarter.)

Student

8.

Adjusts the student’s status in PeopleSoft.

Registrar

9.

Makes any necessary arrangements for housing, insurance, etc.

Student

2.3 Returning from a Leave of Absence within the Leave Period

PROCESS STEPS

RESPONSIBILITY

1.

Informs department and adviser of intended
date for return from leave.

If the return is within the requested period of time, reinstates the student’s status in PeopleSoft.

Registrar’s Office

4.

Makes any necessary arrangements for housing, insurance, etc.

Student

5.

Files a study list by the deadline date for
the first quarter of reenrollment.

Student

2.4 Mandatory Leave of Absence

PROCESS STEPS

RESPONSIBILITY

1.

Notifies the office of the Dean of Student
Life about any concerns that might lead to
an mandatory leave of absence. . (See Student
Affairs policy web page.)

Department

2.

Determines whether or not to proceed with
an mandatory leave review.

Dean of Student Life, upon consultation as
appropriate

3.

Meets with the student and notifies the student
that an mandatory leave is under review.
Informs student that he/she can prepare a written
statement and meet in person with the advisory
committee to present his/her perspective and
respond to concerns that were raised.

Dean of Student Life

4.

Prepares written statement for meeting with
advisory committee, if desired.

Student

5.

Convenes an advisory board.

Dean of Student Life

6.

Reviews appropriate materials and formulates
recommendation.

Advisory Board

7.

Receives recommendation from the advisory
committee. Prepares initial determination and
meets with student to inform of outcome. If
a leave is imposed, the written decision must
address: a) a time-frame when the student could
be eligible to return; and b) the conditions
the student will need to satisfy to be eligible
for return.

Dean of Student Life

8.

If the student wishes to appeal a decision
to be placed on mandatory leave, files an
appeal to the Vice Provost for Student Affairs
within ten days.